Executive Assistant (Maternity cover with the possibility of extension)

Overview

 

Working with inspiring and experienced colleagues, you'll find that the atmosphere in our city-centre office in Kraków is informal and engaging. With drive and ingenuity, our teams deliver vital services to PepsiCo employees around the world. With an active, get-things-done culture, this is a place where your dynamism and agility will make a difference.

 

 

The Executive Assistant provides high-quality, end-to-end Executive Support services to Executives across the EMEA region within a Shared Support model. The role is responsible for independently managing complex executive calendars, business travel, expenses, meetings, events, and day-to-day administrative needs, ensuring seamless and proactive support across multiple Executives.

 

 

The role also contributes to consistent Executive Support standards across the supported Business Unit/Function by collaborating with peers, sharing knowledge, supporting new joiners, and continuously improving processes and service delivery. Success in this role requires an ownership mindset, executive-level communication, proficiency in relevant ESS tools, and a strong commitment to service quality, SLA and KPI performance.

 

Responsibilities

• Manage end‑to‑end executive calendars with autonomy, prioritization, and confidentiality;
• Provide complete ownership of complex calendars for Executives, including priority management, conflict resolution, proactive re‑scheduling, allocation of focus/buffer time, and seamless integration of travel plans. Handle confidential meetings and collaborate closely with executive teams to ensure alignment with business needs, applying the FASE Method® in daily decisions;
• Coordinate business travel and provide operational support throughout the entire travel cycle;
• Independently plan, book, and coordinate travel in Egencia—including flights, hotels, trains, car rentals, and ground transport—based on executive preferences. Conduct check‑ins, support urgent changes, and ensure real‑time problem solving during disruptions. Manage all related documentation including VISA requests, invitation letters;
• Process, reconcile, and manage expense reports with accuracy, compliance, and timeliness
• Complete end‑to‑end expense settlements in Concur, ensure timely invoice processing, maintain compliance with internal policies, and support executives in resolving discrepancies;
• Plan, coordinate, and execute meetings and events across EMEA;
• Organize on‑site and virtual events for Executives, including agenda development, reservations, technology coordination, and logistics planning. Arrange access cards, venue bookings, room scheduling, and support local office requirements to ensure high‑quality execution of events;
• Maintain strict confidentiality and exercise mature judgment in handling sensitive information
• Ensure high discretion when exposed to strategy documents, organizational decisions, personnel matters, and confidential communications. Demonstrate maturity and professional judgment in all interactions with leaders and cross-functional stakeholders;
• Provide technical and administrative support using Outlook, Egencia, Concur, and related tools;
• Use ESS tools effectively to support daily operations, take appropriate actions based on request type, and provide accurate, timely administrative support in accordance with the ESS Service Catalog;
• Ensure consistent execution of Executive Support standards across the supported Business Unit/Function;
• Coordinate with peers to maintain aligned priorities, consistent workflows, and standard service levels across the BU/Function. Support the ESS operating model and contribute to smooth collaboration across administrative roles;
• Support preparation and coordination of meetings, materials, and information flow;
• Assist in preparing meeting materials, agendas, briefings, and required documents; ensure timely communication and coordination with internal partners to maintain smooth operational flow.

Qualifications

 

• 1-3 years of proven Executive Support or similar operational experience;
• Fluent English with strong communication skills;
• Demonstrated ability to use initiative, work proactively and adapt quickly to a constantly changing environment;
• Demonstrated ability to independently manage complex calendars and travel arrangements;
• Advanced MS Office skills (Excel, PowerPoint, Outlook);
• Knowledge of main Executive Support Service tools (Egencia, Concur, Outlook);
• Ability to anticipate needs and take proactive action without direct instruction;
• Willingness to learn, “Can do” attitude and a willingness for undertaking significant challenges
• Excellent prioritization and workload management in multi-executive setup;
• High level of discretion and professional maturity in handling confidential matters;
• Process-oriented mindset with continuous improvement approach;
• Capability to mentor new joiners (Buddy role) and share knowledge within the team;
• Ownership mindset with accountability for service quality, SLA and KPI delivery;
• Tact, diplomacy, ability to cooperate with senior executives;
• Ability to adhere to established rules and the Service Catalog.

 

• Compensation and Benefits:• The expected starting compensation range for this position is 79,400 PLN annually (gross);• Location, confirmed job-related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process;• In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility.